8-RFP-02-Scope of Services V2.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0262 Doc. Ref#: RFP-02 Page 1 of 9 RFP Title: HVAC Filters

1.0 INTRODUCTION AND PURPOSE

The City of Fort Worth (City) seeks bids to establish an agreement for the purchase and supply of heating, ventilation, and air conditioning (HVAC) Filters for City Departments on an “as needed” basis. Prospective bidders should ensure they download and review all attachments to provide complete responses and fully understand the agreement the City intends to award through this solicitation. The successful bidder(s) shall hereafter be referred to as the “Contractor” or “Vendor.”

2.0 SCOPE OF SERVICES

2.1 Contractor shall provide a list of operational full-time, permanent physical business addresses along with days and times each location is available.

2.2 Contractor shall provide its own sufficient staffing at all of its physical business addresses and locations.

2.3 Contractor shall provide two (2) personal employees who will act as liaison(s) to manage the City’s account to meet the City’s requirements upon contract award.

2.4 Contractor shall respond within twenty-four (24) hours for all HVAC Filter related inquiries relating to new orders, existing orders, shipping, back-orders, exchanges, and invoices.

2.5 Contractors who are also the manufacturer shall be responsible for meeting all Federal, State, and City laws, ordinances, and regulations for the safety of the people, environment and property. This includes, but is not limited to, all Federal, State, County and City Agencies, Administrations and Commissions such as the Environmental Protection Agency (EPA), Occupational Safety and Health Administration (OSHA), and the Texas Commission on Environmental Quality (TCEQ). In the event any law, regulation or ordinance becomes effective after the start of this Agreement, the Contractor is required to comply with new policy.

Any mandates requiring the City to comply with new guidelines will also require the Contractor to comply.

2.6 Contractor shall deliver HVAC filters that are new, unused, and the

RFP Ref. #: 26-0262 Doc. Ref#: RFP-02 Page 2 of 9 RFP Title: HVAC Filters

Current standard at the time of the purchase. Items shall be free of all defects in the materials, packaging, and workmanship.

2.7 Contractors shall have facilities and equipment that is in accordance with standard regulations applicable to industry standards.

2.9 Sizes shall vary, based upon individual department and need.

2.10 Following the award, additional items and/or services of the same general category that could have been encompassed in the award of this Agreement, and that are not already on the Agreement, may be added based on the discount bid and price sheet provided with the bid.

3.0 AIR FILTER REQUIREMENTS

3.1 Air filters shall meet the performance characteristics below:

3.1.1 Specified Minimum Efficiency Reporting Value (MERV) 8 & 13)

3.1.2 Be tested and rated in accordance with the current version of American Society of Heating, Refrigeration, and Air Conditioning Engineers (ASHRAE) Standard 52.2.

3.1.3 Be listed as compliant with Underwriters Laboratories (UL) 900.

3.1.4 Be compatible with the dimensions and HVAC equipment

specified by the City.

3.1.5 Be free from defects in materials and workmanship.

3.1.6 Replacement filters should be equivalent to or exceed the performance of the original equipment manufacture’s (OEM) recommended filter.

4.0 FILTER PHYSICAL CHARACTERISTICS

4.1 Filter should be pleated and designed for use in commercial HVAC systems. Unless it is a specialty filter and pleats do not apply.

4.2 Filter media should be manufactured of synthetic, fiberglass, or other commercially accepted materials suitable for the specified MERV rating.

4.3 Filters should be constructed to maintain pleat integrity and structural stability during normal operating conditions.

RFP Ref. #: 26-0262 Doc. Ref#: RFP-02 Page 3 of 9 RFP Title: HVAC Filters

4.4 Filter frames should be moisture resistant and capable of maintaining structural integrity throughout the service life of the filter.

4.5 Filters should be bonded or otherwise securely assembled to prevent media separation during installation or operation.

4.6 Filters should be listed as compliant with UL 900.

4.7 Vendor will provide filters that are clearly marked with the following:

4.7.1 Nominal filter size

4.7.2 Actual filter size

4.7.3 MERV rating

4.7.4 Airflow direction

5.0 DELIVERY OR PICKUP

5.1 Materials may be picked up by authorized City personnel or delivered to a City-designated location.

5.2 If delivery is requested, deliveries will need to be made during the

City’s normal business hours, 7:00 am to 5:00 pm, Monday through Friday.

5.3 Filters should be delivered shrink-wrapped and securely palletized for delivery to facilitate safe unloading and handling.

5.4 City observed holidays:

5.4.1 New Year’s Day

5.4.2 Martin Luther King Jr. Day

5.4.3 Memorial Day

5.4.4 Juneteenth

5.4.5 July 4th

5.4.6 Labor Day

5.4.7 Thanksgiving Thursday and the following Friday

5.4.8 Christmas Day

6.0 BRAND NAME OR EQUAL

6.1 Brand names listed are for reference only; equivalents are acceptable.

6.2 Bidders must provide manufacturer name, model number, and product literature for all proposed products. City reserves the right to determine equivalency.

6.3 Contractors may offer additional brands not listed. Discounts for these

RFP Ref. #: 26-0262 Doc. Ref#: RFP-02 Page 4 of 9 RFP Title: HVAC Filters must remain firm for the duration of the Agreement.

6.4 For “brand name or equal” items, proposed equivalents must meet all physical, functional, and performance requirements stated in the bid.

7.0 METHOD OF AWARD - Proposals will be evaluated based on “best value” to the City. Proposals that receive less than 50% of the total available points, excluding price points, will be considered for award.

8.0 EVALUATION FACTORS

To be considered, the Proposer must submit a complete Proposal by the stated deadline and in accordance with all Proposal requirements. All required documentation must be included for evaluation.

Proposals that meet these requirements will be evaluated based on the criteria listed below.

8.1 Cost – up to 20 points available

8.2 Bidder’s Experience and Qualifications- up to 25 points

available

8.3 Bidder’s Delivery and Response Time- up to 20 points

available

8.4 Risk Management and Contingency Planning- up to 15

points available

8.5 Small Business Goal- up to 20 points available

8.5.1 The criteria will be evaluated using a tiered point structure based on the percentage of Small Business participation proposed by the bidder. Points will be awarded according to the following tiers:

20 points - SB participation greater than 30% 15 points - SB participation between 30% and 20% 10 points - SB participation between 19% and 10% 5 points - SB participation between 9% and 1%

9.0 PRICING STRUCTURE

9.1 Bidders shall submit pricing in accordance with the format provided in the Bid Table. All pricing shall be clearly identified and shall repre-

RFP Ref. #: 26-0262 Doc. Ref#: RFP-02 Page 5 of 9 RFP Title: HVAC Filters rials, supplies, fuel, delivery, overhead, and profit. No additional charges will be allowed unless specifically authorized in writing by the City.

9.2 Pricing must be provided on a unit-cost basis for each line item, as listed in the Bid Table.

9.3 Bidder may propose alternative or value-added pricing options (e.g., multi-year discounts, trade-in credits, bundled services) provided such alternatives are clearly described and separately identified. These will be considered only if they do not conflict with the base pricing re-quirements.

10.0 WARRANTY

10.1 Vendor shall honor all manufacturer warranties.

11.0 SMALL BUSINESS PROGRAM

11.1 The City of Fort Worth has established a 30% Small Business (SB) participation goal for this solicitation. This goal reflects the City’s determination that certified Small Business Firms are available to provide the goods and/or services required under this bid.

Accordingly, at least 30% of the total awarded contract value must be subcontracted or spent with a certified Small Business Firm. All provisions and requirements outlined in City Ordinance No. 27832-

08-2025 apply to this solicitation. Bidders are required to submit the following documentation with their proposal:

11.1.1 Small Business Utilization form V1 (RFP-06), detailing how the Small Business goal will be achieved.

11.1.2 Current Small Business Certification issued by a certifying entity approved by the City Manager.

12.0 CONTRACT AWARD PROCESS

12.1 The Purchasing Division will facilitate and manage the evaluation process.

12.2 An Evaluation Panel consisting of representatives from various City departments and City consultants may be appointed to review and evaluate RFP responses in accordance with this RFP. City reserves the specified equipment and services. Prices shall include all labor, mate-sent the full cost to furnish, deliver, and, if applicable, remove the

RFP Ref. #: 26-0262 Doc. Ref#: RFP-02 Page 6 of 9 RFP Title: HVAC Filters point during the evaluation.

12.3 The Evaluation Committee will evaluate responses and may select

Proposer for onsite interviews, presentations or demonstrations.

12.4 At its sole discretion, the City may request Best and Final Offers

(BAFO) from proposers whose proposals are deemed most advantageous. Contract negotiations will be based on the BAFO submissions.

12.5 The City reserves the right to negotiate all elements that comprise the successful Proposer’s response to ensure that the best possible consideration be afforded to all concerned.

12.6 The City reserves the right to shortlist firms based upon scores/ratings received during the evaluation process.

12.7 The City will notify all proposers in writing of the outcome once an award determination has been made.

13.0 PROPOSAL FORMAT AND ATTACHMENTS

To facilitate and expedite the evaluation process, Proposals should adequately address all evaluation factors and include the following list of required items that will be used as part of the evaluation. A Proposal may be deemed to be non-responsive and may be disqualified, at the City’s discretion, if the Proposal fails to comply with the following instructions.

13.1 Proposal Format Requirements

13.1.1 Proposal format shall be in font no smaller than 12 point, 8.5-inch by 11-inch paper size, with one inch margins and single-spaced for the entire submitted proposal.

13.1.2 All proposal sections shall be divided by submission titles. All pages within these sections shall be uniquely numbered for purposes of easy reference.

13.2 Response Forms

13.2.3 Completed RFP-03 Authorized Signature and Questionnaire

13.2.4 Completed RFP-04 Small Business Utilization Form (if

applicable)

13.2.5 Completed RFP-05 Forms

right at its sole discretion to include additional representatives at any

RFP Ref. #: 26-0262 Doc. Ref#: RFP-02 Page 7 of 9 RFP Title: HVAC Filters all such deviations must be listed on this page. Note: Even if there are no deviations Form RFP-07- must be completed.

13.2.7 Completed Bid Table (BT-35PU)

13.3 Technical Response

13.3.1 Experience and Capability – Provide a company profile, organizational chart (if available). Include examples of comparable contracts and a brief summary of resources and staffing. Please submit in Other Required Documents in Bon fire.

13.3.2 Delivery and Response Time – Provide a delivery schedule identifying standard and emergency response times. Include the number of available delivery vehicles and personnel. Please submit in Other Required Documents in Bonfire.

13.3.4 Risk Management and Contingency Planning- Outline how the contractor will identify, mitigate, and respond to operational risks/defects. Describe communication protocols and escalation procedures. Please submit in Other Required Documents in Bonfire.

13.4.5 Product warranty information. Please submit in Other

Required Documents in Bonfire.

13.4 List of Exceptions/Substitutions/Clarifications/Additions For any exceptions, substitutions, clarifications, and/or additions being suggested by the Proposer, please utilize RFP-07-Deviations to capture this information.

13.4.1 Although the Scope of Services included Project Requirements of the solicitation represents the City’s anticipated needs, there may be instances in which it is in the City’s best interest to permit exceptions to requirements and accept proposed alternatives.

13.4.2 If no exceptions are taken, Proposer shall indicate “No Exceptions Taken” on RFP-07-Deviations and submit the

13.2.6 Completed RFP-07 Deviations- If Bidder intends to deviate from the terms and conditions listed in this request for proposal

RFP Ref. #: 26-0262 Doc. Ref#: RFP-02 Page 8 of 9 RFP Title: HVAC Filters exceptions, clarifications substitutions and/or additions to the Scope of Services, Draft Vendor Service Agreement and General Terms and Conditions are taken and how substitutions shall be provided. The City does not recognize strikeouts, deletions, or changes to Solicitation documents. Therefore, exceptions, conditions, clarifications and/or substitutions to the provisions of the City’s requirements must be clearly identified along with the proposed addition or modification. If the Proposer does not make it clear that an addition, exception or clarification is taken, the City shall assume the Proposer is responding to and shall meet the City’s stated requirements.

13.4.4 Identify each exception, clarification, substitution and/or addition by specifically referencing the page number, section number, subsection number, item number or letter, and, if necessary, paragraph, or line number.

13.4.5 Identify each item clearly as an addition, exception, clarification or substitution. It is not necessary to include the entire text of a particular section or subsection. However, for ease of reference, Proposers may use portions of the solicitation’s text, if helpful in explanation.

13.4.6 For substitutions/clarifications, provide an explanation of the difference between what the solicitation requests and what is proposed. The City is open to other means of accomplishing the requested Work. Proposers must explain why they believe their method of accomplishing the Work is equal to or better than that specified by the City.

13.4.7 For any addition(s) proposed or exception(s) taken, provide a rationale in as much detail as possible.

13.4.8 Begin responses to the major sections of the solicitation on a new page.

13.4.9 The City shall consider the number and substance of

alterations to the City’s stated requirements as a factor in determining the most advantageous response.

completed form.

13.4.3 It is extremely important for the Proposer to make clear where

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13.5 Pricing

13.5.1 Proposal pricing shall be assembled and presented in accordance with the format and instructions of this solicitation.

13.6 If offering an equivalent product, submit manufacturer name, model number and product specifications demonstrating compliance. Please submit in Other Required Documents in Bonfire.